The Academy Administration Executive is responsible for providing comprehensive administrative support to the Management. The role ensures the efficient delivery of administrative processes related to course scheduling, student and trainer support, financial transactions, and general operations. The post holder will also contribute to the overall effectiveness and smooth running of the academy by liaising with clients, students, and trainers, and by maintaining high standards of administrative accuracy and service.

Key Duties and Responsibilities:

Administrative Support

Assist the Management in all day-to-day administrative functions.
Maintain accurate records of students, trainers, and course schedules.
Prepare and update internal reports, spreadsheets, and documentation as required.

Student Support

Act as the primary point of contact for student queries and provide timely support.
Manage student registration and onboarding processes.
Issue student certificates and keep records of issued qualifications.
Collect, compile, and report on student feedback.

Trainer Coordination

Support the recruitment and onboarding of new trainers.
Maintain an up-to-date trainer schedule and ensure availability for sessions.
Send timely reminders to trainers about upcoming teaching commitments.
Coordinate classroom allocation and ensure all sessions are adequately resourced.

Course and Timetable Management

Develop and maintain the master timetable for all academic programmes.
Ensure all scheduled sessions are delivered as planned and address any last-minute changes or cancellations.
Liaise with facilities and IT staff to ensure classrooms are prepared.

Client Liaison and Financial Administration

Liaise with clients to provide course details, follow-up communication, and logistical support.
Issue invoices to clients and students and follow up on pending payments.
Support the preparation of reports related to revenue and course attendance.

Funding and Compliance

Assist in the preparation of documentation for funding applications and compliance reporting.
Ensure administrative activities align with internal policies and external regulatory requirements.

Other Duties

Prepare course materials and handouts for trainers and students.
Provide administrative assistance for audits, inspections, and internal quality reviews.
Assist in the organisation of internal events, trainer meetings, and graduation ceremonies.
Perform other related administrative duties as assigned by Management.

Requirements

Minimum 2 years' experience in an administrative or coordination role, preferably in an educational or training environment.
Strong organisational skills and the ability to prioritise tasks.
Excellent interpersonal and written communication skills.
Proficiency in Microsoft Office Suite (mainly word and excel).
Ability to work independently and as part of a team.
High level of attention to detail and accuracy.
Fluent in Maltese and English

Desirable:

Experience working with a student management or learning management system.
Knowledge of funding application processes for training or educational institutions.
Fluency in additional languages.

About Us

European Vocational Academy is licensed as a Further Education Institution with License number: 2023‐04 by the Malta Further & Higher Education Authority (MFHEA). EVA delivers courses accredited both by MFHEA and City of Glasgow College and The Scottish Qualification Authority (SQA).Our VisionWe envision a holistic approach to education. We believe that learning should not be confined to textbooks and classrooms, instead, it should seamlessly integrated with real‐ work experiences and career opportunities. Our Academy is uniquely positioned to offer just that. EVA is the first work‐based learning institution in Malta created by and for industry.

Academy Administration Executive

Job Description